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Non-academic Offices
Event Planning & Space Reservation
Reserve spaces within the McKelvey School of Engineering and learn about school resources available for event planning.
The Office of Events is responsible for the planning of high-impact, school-wide events in support of key McKelvey School of Engineering initiatives.
Working closely with the Dean's Office, faculty, as well as other groups within the school, we strive to create opportunities to further awareness, community building and engagement.
What we do
Planning a conference or an event? We can help with that! From proposals to post-event follow up, we can help prepare budgets, define your vision, manage logistics, and prepare post-event reports. In-person, hybrid, or completely virtual, let us help you strategize your event goals and vision.
Planning events involves a lot of moving parts. Following timelines are useful in making sure we have enough time to prepare everything before the deadline.
Current University Guidelines on Meetings and Events
Members of the McKelvey Engineering community are encouraged to review the Danforth Campus' updated events and meetings protocol. Please also review the Events with Visitors Checklist for more tips on how to host in-person events in light of campus safety protocols.
- Reserve a Space
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Welcome to Reserve-A-Space. To get started:
- Enter the date and time of your event. You may also select the “recurrence” button to select multiple dates.
- To select a space, use the Facilities drop-down menu to first select the building where the space is located. You may also scroll down the list and select a view to help narrow your choices.
- Select an attendance. Available spaces will be displayed based on the attendance you enter.
- Hit “Find A Space.” A list of available spaces will display.
- To learn more about a space listed, click the name of the space. To select a space for your request, click the plus sign next to the space and then click continue.
- All fields on the Details tab with a red asterisk are required. Under the "Organization" drop-down, you will only see organizations with which you are affiliated. When the form is complete, click "Submit".
In order to facilitate a fair and equitable space reservation process, the reservation system can be accessed anytime. Spaces are listed by building name. Room availability is viewable for every space in the system. Please note spaces will not be confirmed until 2 full weeks into the semester to allow for shifting classes. Requests for space during this 2-week window will be canceled and will need to be resubmitted.
We are unable to reserve premier spaces, classrooms, or conference rooms for study groups and/or TA hours.
If you need additional help with the system or to find a list of campus spaces and schedulers, email mckelvey-spaces@email.wustl.edu.
Ready to reserve?
- Additional Resources
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Are you looking for options or new ideas? This list contains tried and true options for all event-related needs including everything from off-site venue’s to catering to transportation and much more. Companies appearing on this list were provided by other WashU meeting and event planners after receiving excellent service. The list will be updated periodically!
- Virtual Events & Resources
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Virtual doesn’t have to feel distant or complicated. Our office can help by providing direction to bring your meeting or event together for a real, authentic experience. We have great tools to make your next virtual workshop, conference, information session or special event engaging and successful.
If you're interested in hosting a webinar or virtual event, ask us about our webinar license and the Virtual Attendee Hub through our license with Cvent. We look forward to showing you how these tools will benefit your next virtual project
Social Event Ideas & Resources Sample Social Event Programming Virtual Tid Bits
During the planning stage, use this supportive Virtual Event Checklist as a guide of things to consider when hosting a virtual event.
A variety of additional resources and information can be found on the University Event Management page, under the "Find a Space" section.
For larger or more complex virtual events that require additional assistance, please contact the McKelvey Engineering Office of Event Support at mckelvey-spaces@email.wustl.edu.
- Campus Partners
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The Campus Life Event Management team is devoted to making your event exceptional. To accomplish this goal, we partner with other departments and vendors on campus.
View a complete list of campus partners at the university's Event Management website.
- Youth Protection
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The purpose of this policy is to provide for appropriate supervision of children under the age of 18 (referred to herein as “minors” or “youths”) participating in activities and programs taking place on Washington University property, in University owned or managed facilities, or under the exclusive authority and direction of the University in other locations.
A full copy of the Youth Protection Policy along with helpful resources are available can be found https://youthprotection.wustl.edu/policy/